Executive Assistant to the Board of Trustees

Job description / Role

Why the American University of Iraq – Baghdad?

Opening its doors in January of 2021, the new American University of Iraq – Baghdad (AUIB) began as a dream of influential individuals in Iraqi and the United States business, industry and government who want to see a world-class institution of higher learning established in the city, reminiscent of the days when Baghdad was an educational mecca and flourishing capital of the Muslim world. With a great library, palatial college buildings and student centers, state-of-the-art classrooms, laboratories, and athletic facilities, AUIB will be a beautiful campus attracting students, faculty, and staff from throughout the world. We invite you to join us in this exciting new venture.

We invite applications and nominations for a position of:

Executive Assistant to the Board of Trustees

We are looking for an Executive Assistant to the Board of Trustees to Performs a variety of specialized, complex, and confidential administrative assistant duties for the members of the Board of Trustees
An Executive Assistant to the Board of Trustees performs administrative assistance duties of a highly responsible, confidential, and sensitive nature for members of the Board of Trustees. Work assignments require the incumbent to use a high degree of independence, discretion, and tact and exercise sound judgment.

Responsibilities:
• Performs complex and diverse administrative assistance duties for members of the Board of Trustees.
• Posts official notices of meetings in accordance with applicable laws and regulations.
• Distributes public documents such as meeting agenda, speakers' lists, and meeting minutes to District staff and other interested parties.
• Assembles meeting materials for members of the Board of Trustees.
• Attends on-and offsite meetings of the Board of Trustees.
• Prepares or edits prepared minutes for regular and special meetings of the Board of Trustees and its committees and oversees their posting/distribution.
• Implements and maintains a system of filing and indexing for official records and actions of the Board of Trustees.
• Prepares and edits resolutions, and official correspondence by members of the Board of Trustees using a variety of software applications.
• Obtains, compiles, and organizes information requested by members of the Board of Trustees on a wide variety of District matters.
• Schedules appointments, meetings, and other commitments for individual members of the Board of Trustees.
• Informs members of the Board of Trustees of important matters arising in their absence and directs their attention to significant correspondence or matters requiring their attention.
• Screens telephone calls and visitors to the Board of Trustees Office for urgency and nature of business; refers calls and visitors to appropriate staff/offices or personally responds to routine inquiries.
• Drafts and/or edits correspondence such as letters, memoranda, personal acknowledgments, routine reports, and other materials based on verbal instructions or upon own initiative using word processing, spreadsheet, and desktop publishing software.
• Reviews outgoing correspondence, reports, and publications for grammar, sentence structure, format, attachments, continuity of text, and compliance with applicable laws, rules, and procedures.
• Maintains business files for individual members of the Board of Trustees
• Maintains the time-keeping records of the members of the Board of Trustees.
• Performs related duties as assigned

Requirements

Qualifications:
• Bachelor's degree or relevant degree in Business or Management or the equivalent of at least 5 years of experience in a similar discipline
• Fluency in English Language.
• Maintain the confidentiality of work
• Knowledge of laws, policies, rules, regulations, and procedures related to the Board of Trustees activities
• Office organization and functions
• Proper English usage, spelling, grammar, and punctuation
• English and business composition
• Business vocabulary and terminology
• Computer software such as word processing, spreadsheet, database management, and desktop publishing
• Principles and procedures of record storage, control, retrieval and management
• Customer service techniques for public contact in person and on the telephone

About the Company

AUIB is an American-style, nonprofit university located next to the Baghdad International Airport in Baghdad. This large-scale, multi-million dollar project is funded by Iraqi and U.S. donors, both public and private. The university opens for students on Jan. 17, 2021, with the College of Arts & Sciences, College of International Studies, and the College of Business. Eventually, there will be 10 colleges at the university, including a College of Medicine.